Children's Administration, Department of Social and Health Services
Children's Administration, Department of Social and Health Services
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Operations Manual

11000. FEDERAL FUNDING

11100. FEDERAL MATCHING FUNDS/OTHER BENEFITS

11110. Introduction

The Children's Administration (CA) Federal Funding staff shall review the circumstances of every child placed in out-of-home care to determine the child's eligibility for federal matching funds and/or other benefits.

11120. Referral

  1. The social worker initiates referrals to the Federal Funding Unit (or Specialist) by entering the required child/family demographics, placement, and legal action data into the appropriate CAMIS modules.
  2. Paper referrals are required only in the absence of automated data.

11130. Determinations

  1. The Federal Funding Specialist (FFS) analyzes data, makes eligibility determinations, assists in the application for other financial benefits, and notifies appropriate parties of the results of these actions. Following the initial determination, the FFS provides ongoing coordination of the various funding sources that may be used in combination with one another. The FFS performs required redetermination specific to each funding source.
  2. The Supplemental Security Income (SSI) Facilitator (SSIF) reviews referrals made electronically or by the FFS or child's social worker to analyze funding sources already available. SSIFs review the child's case file and speak with the social worker, foster parent, or others to screen for potential impairments to warrant an SSI application. The SSIF completes applications for Title XVI/SSI and Title II Social Security benefits and requests payee changes for children already receiving benefits.

11200. FEDERAL FUNDING PROGRAMS

  1. A number of federal programs provide opportunities for claiming federal financial participation matching funds to reimburse state expenditures for eligible services. Each program has individual criteria and guidelines.
  2. Below is a listing of the federal programs currently providing reimbursement (matching) funds, their individual eligibility criteria, the referral procedures, and the required follow-up by the FFS and SSIF.

11210. Title IV-E

11211. Categorical Title IV-E Eligibility Factors

Title IV-E is a federal entitlement program designed to reimburse States for the maintenance and administrative costs of eligible children who are placed in department-paid substitute care. There are three categorical criteria which must be met to establish the IV-E claim: judicial protections for the child and family; linkage of the child to Aid to Families with Dependent Children (AFDC) in the eligibility month; and reimbursability criteria. (This is only a general overview of the IV-E eligibility criteria. The IV-E Eligibility Specialist assigned to each area has detailed information on claiming IV-E funds for children placed in department-paid substitute care.)

  1. Judicial Protections
    1. Court Ordered Placements
      1. For a child to be eligible for IV-E foster care or adoption support funds, the court must enter a judicial determination (finding) in the first order authorizing removal of the child from the home must state that, remaining in the home would be "contrary to the welfare" of the child. If this determination is not made in the first order of removal, the child will be ineligible for IV-E funds for the entire placement episode and perhaps for federally subsidized adoption support.
      2. Prior to CA making a claim for IV-E reimbursement funds, the court must have entered a finding that DCFS made "reasonable efforts" to prevent the removal of the child from his/her home or to reunify the child with his/her family or that "reasonable efforts" are not required due to aggravated circumstances in accordance with USC 471(a)(15), Practices and Procedures Manual 4304. The fact that the placement was emergent in nature does not negate this judicial determination requirement.
      3. Additionally, the child must be placed under the sole responsibility of Children's Administration for care and supervision..
    2. Voluntary Placements
      1. The voluntary placement agreement must be signed by the parent(s) and a representative of DCFS.
      2. If the child meets the AFDC-linkage requirements, the child is eligible for IV-E matching funds during the first 180 days of placement. If beyond 180 days of placement see (C.1.b. below).
  2. AFDC linkage
  3. The child must be linked to the AFDC program under the rules in existence as of July 16, 1996. This linkage must be established during the eligibility month. The eligibility month is the month during which a court petition for removal of the child was filed that led directly to removal of the child, or during which a voluntary placement agreement was signed. The date the child enters care does not necessarily define the eligibility month. Further discussion of IVE eligibility and AFDC linkage occurs in the IV-E Desk Guide.

  4. Reimbursability
    1. Once IV-E eligibility is established, a child is IV-E reimbursable if, in any particular month the child is in care, he/she meets a number of ongoing criteria. Meeting all the following criteria qualifies the child for Title IV-E funds:
      1. The court has entered a judicial determination that DSHS/DCFS made "reasonable efforts" to prevent the placement of the child; or
      2. If the child was placed on a voluntary placement agreement, and the child has been in placement more than 180 days, the court must have entered an order by the 180th day of placement that continuation in care is in the child's "best interest"; and
      3. The child is placed in the sole care and supervision of DSHS/DCFS; and
      4. The child is under age 18, or under age 19 and in school full time and reasonably be expected to graduate before their 19th birthday; and
      5. The child continues to be deprived of parental care and support in AFDC terms; and
      6. The child continues to be in financial need; and
      7. The child is placed in a licensed child care facility or in the home of a relative "certified" as meeting minimum licensing requirements.

11212. Other Eligibility Factors

  1. Repeat Removals
    1. Whenever the child is returned to the home of any biological or adoptive parent or to the removal home of a specified relative other than the parent, with the intent that the parent assumes the on-going daily supervision and control of the child, the placement episode is terminated, even if court supervision continues. If the child is re-placed into out-of-home care, all the judicial protections and AFDC-relatedness criteria must be met in order for the child to again be eligible for IV-E reimbursement funds.
    2. See Appendix A for the definition of "Original Placement Date."
  2. Guardianship
    1. The entry of a guardianship order on any child in out-of-home care completes the permanent plan for the child; the Placement Episode must be closed effective the date of the guardianship order. If foster care maintenance payments will continue, the Placement Event remains open, and the source of funds is State Only.
    2. In the event the child is re-placed into out-of-home care from the guardian's home, a new Placement Episode is noted in CAMIS. New "contrary to the welfare" and "reasonable efforts" judicial determinations must be obtained, even though the underlying dependency is still in effect. If the child is re-placed into care via a VPA, a court order (i.e., at a dependency review hearing) must be obtained by the 180th day of placement with the finding that it is in the child's best interest to remain in care. See Appendix A for the definition of "Original Placement Date."
  3. Teen parent and child residing together in same facility or foster home:
    1. Nondependent child of a teen parent. When a teen parent and the teen parent's child reside in the same facility or foster home AND there are no safety, health, or welfare needs for the teen parent's child, the department considers the child's "home" to be the child's teen parent, not the foster home or other out-of-home care facility. As long as the teen parent and his/her child reside together, and the child of the teen parent has no safety, health, or welfare needs warranting a custody order, the social worker SHALL NOT obtain a legal authorization to place.
      1. An amount sufficient for the child's maintenance is included in the maintenance payment made for the teen parent. See section 11250 for instructions regarding medical coupon issuance for the teen parent's child.
      2. Placement codes for the child of the teen parent are NOT opened in CAMIS since the child continues under the teen parent's care and control. Payment for the child is included in the payment code authorized for the teen parent, with the amount authorized to be the amount for the teen parent plus the amount for the child.
    2. When the child of the teen parent and his/her child reside in the same facility or foster home AND the child is with the teen parent under an in-home dependency, the department considers the child's "home" to be the child's teen parent, not the foster home or other out-of-home care facility. An amount sufficient for the child's maintenance is included in the maintenance payment made for the teen parent. See section 11250 for instructions regarding medical coupon issuance for the teen parent's child
    3. When the child of the teen parent and the teen parent reside in the same facility or foster home AND the facility provider is responsible for the day to day care of both parties under separate dependencies, the department considers the home of the teen parent's child to be the facility. Payments are made to the facility separately for the child and the teen parent.
    4. In all situations the child of a teen parent counts in the licensed capacity of the facility. The social worker must notify DLR and the Placement Coordinators if an infant is placed in the same home as the parent or is removed from the home to another placement. See WAC 388-148-0525, General Capacity of Foster Homes.
  4. SSI Eligibility and IV-E eligible-Any child for whom a Title XVI/SSI application is in process or for whom SSI eligibility has been established and benefits are "in pay" must have his/her source of funds coded to "state only." Exception: If maintenance payments are high cost, IV-E funding may be substituted. Please refer to IV-E and SSI desk manuals for detailed information.

11213. Referral Procedures for Social Workers

  1. The social worker takes the following actions, or causes such actions to be taken, within 10 working days of a child's Original Placement Date (OPD).
    1. Enter the appropriate child/family demographic profile information onto the child's "PERSONCARD" in FamLink; and
    2. Enter all required information in the FamLink Legal History (ACTNLA) and Placement (PLACECR) modules. (NOTE: FamLink will not process any SSPS payments until the required information in 1 and 2 has been entered into the system); and
    3. For voluntary placement cases see 4307 Voluntary Placement Agreement (VPA) policy.
    4. Transmit copies of the following items, on all children placed into department-paid substitute care, including licensed or non-licensed relative care, within 10 working days of the OPD to the FFS and/or Unit:
      1. Copies of the legal authorizations to place. Include the VPA and/or the petition and signed court order that initially authorized the out-of home placement.
      2. If the child is re-entering foster care from an in-home dependency or from a dependency guardianship status, forward a copy of the legal document that authorizes re-entry into out-of-home care.
    5. Referrals for Title IV-E eligibility determinations are not required for placement episodes that are 72 hours or less (excluding weekends and holidays) from the OPD.
  2. Referrals initiated by a private Child Placing Agency in which the CPA retains responsibility for placement and care.
    1. 1.. CPA referrals for maintenance payments shall be submitted within 10 working days to the DCFS local office nearest the residence of the child's legal caretaker. The referral from the CPA shall consist of:
      1. The DSHS 14-024(x) Family Face Sheet;
      2. The Source of Funds Application for Child in Placement, DSHS 14-281; and
      3. Legal authorization for placement.
    2. The source of funds code for all children for whom the CPA retains sole or joint responsibility for placement and care is State Only.

11214. Procedures for Federal Funding Specialists

  1. The Eligibility Specialist must take the following actions upon notification of each new Placement Episode:
    1. Review and evaluate all the available child demographic, placement, legal action and SSI information;
    2. Utilize the above information to determine the correct funding source;
    3. Enter the correct funding source in the IVEUP module, and change all outstanding SSPS authorizations to coincide with the correct funding source;
    4. Send an electronic referral for child support enforcement to the Division of Child Support (DCS);
    5. Document eligibility information in the child's Financial Revenue File using the Title IV-E Initial Eligibility AFDC & Legal Relatedness Summary, DSHS 14-297, and the Title IV-E Initial Eligibility Income Calculation Worksheet, DSHS 14-293, where appropriate, and record the eligibility information in CAMIS;
    6. Maintain the Financial Revenue File in accordance with the IV-E Eligibility Desk Manual;
    7. If the child was removed from a TANF household, send a Coordinated Benefits Referral form, DSHS 14-226, to the appropriate CSO.
  2. Re-determinations of IV-E Eligibility
    1. Children who are eligible for Title IV-E funding shall have their eligibility redetermined semi-annually. The procedure replicates the procedure for new eligibility determinations, except that a new referral to DCS is not required if the Placement Episode has continued uninterrupted.
    2. The information is recorded on the Title IV-E Reimbursability Summary, DSHS 14-298; that form, along with other supporting documents, is filed in accordance with the procedures outlined in the IV-E Eligibility Desk Manual.
  3. Title XIX-Children who are eligible for Title IV-E funding are deemed eligible for Title XIX medical coverage.

11215. Other Eligibility Processes

  1. Adoption Support -- See section 11420.
  2. Guardianships -- See section 11320.
  3. COBRA Medical -- See section 11450.

11220. Title II/Retirement, Survivors, and Disability Insurance

  1. Retirement, Survivors, and Disability Insurance (RSDI) is a federal entitlement program for adults who have worked and become disabled, retired, or died.
  2. A child of an eligible parent may be a beneficiary for auxiliary benefits based on the parent's earnings record.

11221. Eligibility Factors

  1. Title II/RSDI benefits are paid before Title XVI/Supplemental Security Income (SSI).
  2. If a child's Title II/RSDI benefit is less than the current Title XVI/SSI payment and the child is also disabled, an SSI application should be made.
  3. There are no income or resource limits for Title II/RSDI benefits.
  4. Parental relationship(s) must be established prior to Title II/RSDI application.
  5. Title II/RSDI benefits remain with the child regardless of the adoption or termination of parental rights, provided that application for the child's benefits was made prior to finalization of adoption, pursuant to Washington state inheritance law.
  6. If Title II/RSDI has been established prior to a child coming into DSHS care, the SSIF will request that DSHS be made the Representative Payee, if placement will exceed 90 days.
  7. If a Title II/RSDI application is needed, the SSIF will call the Olympia Branch Office to make an appointment for a teleclaim application with the local Social Security Administration (SSA) office.

11222. Referral Procedures for Social Workers

  1. Social workers refer to the SSIF/Federal Funding Unit (FFU) all children in placement who are known or suspected to be receiving Title II/RSDI, Title XVI/SSI, or VA benefits, so that a change in representative payee can be made to "DSHS - Trust Fund Unit."
  2. To screen for potential Title II/RSDI or VA benefits, social workers refer to the SSIF/FFU all children whose parents, step-parents, or adoptive parents are deceased, over 65, or disabled.
  3. Social workers inform SSIFs by e-mail, in writing, or verbally, of changes in the child's placement, resources, or income or when the child emancipates, returns home, transfers to another division, or is adopted.

11230. Title XVI/Supplemental Security Income

  1. SSI is a SSA federal entitlement program for persons with medically determinable physical or mental impairments, which have or are expected to last at least 12 months. As it applies to DCFS, SSI is used to reimburse the cost for paid out-of-home care for a child with a qualifying disability.
  2. Federal regulations require that SSI benefits are used for food, clothing, shelter, or other personal or medical needs.
  3. In order to be eligible for Title XVI/SSI, a child must meet criteria identified in the Code of Federal Regulations (CFR), 20 CFR 400-499.

11231. Referral Procedures for Social Workers

  1. The social worker shall refer all potentially eligible service only and placement cases to the SSIF in the Federal Funding Unit by e-mail or brief memo for assessment and application. Eligibility may include, but is not limited to, the following criteria:
    1. Positive toxicology screen/drug affected;
    2. Fetal Alcohol Syndrome/Fetal Alcohol Effect;
    3. Mental Retardation;
    4. Post-Traumatic Stress Disorder;
    5. Behaviorally disturbed/Emotionally disturbed;
    6. Cerebral Palsy;
    7. Exceptional cost foster care/Group care;
    8. Medically fragile child'
    9. Blind or Deaf;
    10. Failure to Thrive;
    11. Low birth weight;
    12. Attention Deficit Hyperactivity Disorder;
    13. Special Education student;
    14. Use of crutches or wheelchair;
    15. Downs Syndrome.
  2. This is only a general overview of Title II/Title XVI Programs. Please refer to the SSI Facilitator for more detailed information.

11232. Procedures for SSI Facilitators

SSIFs shall meet the following requirements:

  1. See that children served/placed have a Social Security identification number, or an application is filed to obtain one, and that it is entered in FamLink (personcard).
  2. Periodically, review all placement cases in FamLink for potential application for SSI or other SSA benefits.
  3. Apply for Title XVI/SSI for all referred or "screened-in" clients.
  4. Facilitate the claim throughout the application process:
    1. Provide required Medical Evidence Records (MER) that DCFS may possess;
    2. Seek to have scheduled Consultative Examination (CE) appointments kept; and
    3. Respond in a timely manner to all SSA and DDDS requests for information, placement data, and re-determination on clients for whom DSHS is payee or custodian.
  5. Make requests to change the representative payee to "DSHS - Trust Fund Unit" for all clients already entitled or receiving Title XVI/SSI and/or Title II/RSDI benefits.
  6. Initiate the conveyance of information regarding placement, resource, or income changes to the payer: SSA, VA, etc.
  7. Coordinate all relevant financial and social information with DSHS Trust Funds accountant.

11233. Electronic Data Entry and Record Keeping

  1. Electronic Data Base
    1. SSI Headquarters staff are responsible for data entry and integrity in payment fields and SSI application decision fields as well as tracking notes in FamLink (SSIUP and/or PRSNACTN/CASEACTN) for all SSA notices and SSI status codes and dates after SSI pending status.
    2. SSIFs and Regional Coordinators are responsible for data entry and integrity in all other FamLink fields except those indicated in #1 above, including current case assignment (SSIUP/CASEUP3) and brief case action notes (PRSNACTN and/or CASEACTN).
  2. Hard Copy Paper Files
    1. SSIFs may use a "working file" during the initiation of an SSI application. However, the establishment of a Financial Revenue file should be requested of Masterfile as soon as possible, unless already created for Title IV-E. Existence of an SSI working file must be documented in both the child's service and revenue files. Clear documentation of a pending SSI action shall be indicated in SSIUP.
    2. DCFS Financial Revenue File
      1. During a pending SSI application, the Revenue File must contain, at a minimum:
        1. Notification regarding intent to file. Copy of Interim Assistance Reimbursement Agreement (IAR).
        2. Correspondence between SSIF and FFS regarding:
          1. Request to change source of funds
          2. Income/eligibility from Title II benefits
          3. IV-E termination and/or reinstatement actions
      2. Once SSI eligibility is established, the following contents of the SSI working file are placed in the DCFS Financial Revenue file:
        1. SSA Correspondence
        2. Copy of final decision (award or denial letter)
        3. Payee change requests (SSA 11-BK)
        4. Interim Assistance Reimbursement Agreement (IAR)
        5. SSI application (SSA 8001)
      3. If SSI eligibility is denied, written notification to reclaim IV-E as soon as possible.
    3. DCFS Service File-For federal funding purposes, the child's Social Service File must contain, at a minimum:
      1. Documentation regarding pending Title XVI/SSI (pink sheet);
      2. Copy of award letter;
      3. Accumulated medical, social, and educational documentation, including copy of disability and function reports;
      4. Exhibit file - a set of documents provided by the Social Security Administration when an appeal hearing has been held;
      5. Birth certificate; and
      6. Social Security Card
    4. All of the above records/files shall not be archived or sent to Records Retention while SSI applications are pending.
  3. Please refer to SSI Desk Manual for detailed information on procedures and record keeping.

11234. Appeals Cases

  1. If the initial disability determination is denied, the Headquarters SSI Program Manager or designated SSIF will review the SSA decision and provide consultation to regional field staff for further appeals.
  2. Personal representation for all hearings and appeals will be the responsibility of the Headquarters SSI Program Manager.
  3. When an Interim Assistance Reimbursement Agreement (IAR) is in place, personal representation may be extended to clients who are no longer in DSHS custody, where the SSI lump sum proceeds will benefit DSHS cost-of-care recoveries in excess of $1000.

11240. Client Aged 18 through 20

The following conditions apply for Title II/RSDI and Title XVI/SSI.

  1. Clients who are over age 18 must sign their own SSI applications (form SSA-8001) and authorizations to release information (SSA 827).
  2. When young adults age 18 through 20 voluntarily place themselves into foster care, a copy of their voluntary placement agreement must be submitted with the Application for SSI (SSA 8001).
  3. 18 - 20 Year Olds for Whom DSHS is Payee for SSA/SSI Benefits
    1. Title XVI/SSI
      1. The SSIF will provide capability development (form letter) to the local/Olympia SSA District Office.
      2. If the client is determined to be incapable of managing his/her own resources, DSHS will continue to be the Representative Payee.
      3. If the client is determined to be capable and receives his/her own SSI, it must be made available toward the cost of care.
    2. Title II/RSDI-The SSA will automatically make the client his/her own payee unless incapacity has been determined. If the client is incapable, DSHS can be made the Representative Payee. If capable, the client must make the funds available for cost of care.
  4. Title II beneficiaries may continue to receive benefits if they are still in high school. SSIFs will be asked to provide documentation of school attendance to the SSA.
  5. For Title II beneficiaries who are 17½ years old and are disabled, but for whom no SSI application has been made, a Childhood Disability Benefits (CDB) claim needs to be filed. If the client is found to be disabled, the Title II benefits will continue into adulthood. The disability must be established prior to the attainment of age 22.

11250. Title XIX/Medicaid

  1. Title XIX is an entitlement program that provides medical and remedial services for certain individuals and families with low income and resources. There are some mandatory Medicaid eligibility groups. As it applies to CA, recipients of adoption assistance and foster care are included in the mandatory Medicaid eligible group.
  2. Title XIX/Medicaid may be used to fund other services to children beyond the traditional medical services. This has been due, in part, to changes in the state Medicaid plan. Among the DCFS programs that have benefited are Behavior Rehabilitation Services/Group Care (BRS/GC), Therapeutic Child Development (TCD), and Medicaid Personal Care Services.
  3. Infants of Teen Parents in Licensed Placements
    1. Infants born to teen parents in foster care, where there are no protection issues and where the child resides with the mother in the same facility, are eligible for Medicaid. However, because there is no DSHS custody, the child will not appear in FamLink. Assigned CA staff must notify the Foster Care Medical Unit (FCMU) by telephone or e-mail as soon as possible when the child begins residing with his/her teen parent. The CA staff will provide the FCMU with the child's name, birth date, address, identity of the child's mother, the mother's case number, and any other available, pertinent information.
    2. If the dependent child of a dependent teen parent has been returned to the teen parent's care, the FCMU must be notified so medical coupons can continue.
    3. Because the child's eligibility requires enrollment in a Healthy Options plan, CA staff will advise the minor mother and the foster parent of the need to make the selection of a plan as soon as the packet is received in the mail. The teen parent needs to , base the selection on the availability of the teen parent's preferred providers and on the interface of that plan with the teen parent's fee for service providers.

11251. Regional Responsibilities for Behavior Rehabilitation Services/Group Care

As part of the tasks necessary for managing Title XIX Medicaid services, the Regional Administrator will implement procedures to determine which children are placed in BRS/GC each month.

11252. Eligibility Factors for Behavior Rehabilitation Services/Group Care and Therapeutic Child Development

  1. The child must be categorically needy Medicaid eligible; AND
  2. For BRS/GC and TCD, a licensed medical practitioner must determine that the services are "medically necessary" for the child to function at their best possible level.
    1. All children with a Social Security number or, for whom application for a number has been made, in out-of-home placement is considered categorically needy and, as such, is Title XIX Medicaid eligible.
      1. A child receiving BRS/GC in their own home may be Title XIX Medicaid eligible as determined by the DSHS Community Service Office (CSO). For a child receiving BRS/GC in their own home, the DCFS social worker is responsible for referring the child and their family to the CSO for the Medicaid eligibility determination.
      2. For a child residing in their own home and receiving TCD, the FSS verifies Medicaid eligibility using ACES. If a TCD child's Medicaid eligibility cannot be found in ACES, the DCFS social worker refers the family to the CSO for Medicaid eligibility determination.
    2. For BRS/GC, social workers provide documentation to support the need for this level of care following regional procedure.
      1. Documentation is submitted to CA Headquarters at the time of the initial use of BRS/GC, when a break in service occurs, and annually thereafter. See the Title XIX Desk Manual for specific details.
      2. The report to the court or other documentation (e.g., psychological evaluation, medical records, etc.) is forwarded by Headquarters staff to the Nursing Care Consultant for review.
      3. If the documentation supports the need for this level of care, a Statement of Medical Necessity is written and returned to the region.
    3. The report to the court ordinarily contains sufficient information to support the need for this level of care. The regional staff needs to avoid sending large amounts of information to Headquarters. If the report to the court does not contain sufficient information to support the need for this level of care, the social worker will be contacted for further documentation; e.g., psychiatric evaluation, drug/alcohol evaluation, Individual Education Plan (IEP), etc.
    4. In the event there is no report to the court for the child, the worker will follow regional procedures as to which documents will be submitted. When Medicaid eligibility is received, the child is eligible for Title XIX reimbursement.
    5. For TCD, the provider is responsible for submitting the statement of Medical Necessity to the FFS.

11253. Referral Procedures for Social Workers

Refer to the CA Practices and Procedures Guide for instruction in the use of Title XIX services:

  1. For Medical and Dental Services for children in out-of-home care, see chapter 4000, section 4517.
  2. For TCD, see chapter 4000, section 4504
  3. For Personal Care Services, see chapter 4000, section 4526.
  4. For BRS/GC, see chapter 4000, section 4533.

11254. Procedures for Federal Funding Specialists

  1. The FFS determines eligibility for DCFS Title XIX programs.
    1. The FFS must verify Title XIX Medicaid eligibility for in-home services, using ACES, print the screen, enter the information onto the XIXELIG screen in FamLink, and file the printout, including the date, in the child's revenue file. If a child is in a DCFS-paid placement, the child is automatically Medicaid eligible.
    2. The FFS must receive a Statement of Medical Necessity form, signed by a licensed medical practitioner, for TCD and BRS Title XIX services.
      1. Statement of Medical Necessity forms indicate that the information is valid on the service begin date (SBD) for TCD and BRS/GC.
      2. The FFS enters the information onto the XIXELIG screen in FamLink and files the signed Statement of Medical Necessity (SMN) in the child's revenue record.
      3. SMN forms must be received annually for as long as the child receives uninterrupted TCD or BRS/GC services.
  2. The FFS reviews and/or re-determines eligibility every 90 days. If TCD or BRS/GC services continue without interruption, then a new Statement of Medical Necessity (SMN) is required annually. See the Title XIX Desk Manual for exceptions.
  3. The FFS maintains the FamLink record and the child's Revenue File. See Chapter 13000, section 13410. FamLink Title XIX information is entered onto the XIXELIG screen.
  4. For TCD, the FFS updates authorizations to correct source of funds as needed. If the child is not categorically needy Medicaid eligible, then source of funds (SOF) code 5, state funds, is used. NOTE: For TCD, if the family is required to make a co-payment but does not pay it, the SOF code must be 5.
  5. For TCD and BRS/GC, the FFS reviews/redetermines Medicaid eligibility every 90 days.
    1. The FFS completes an ACES search for evidence of Medicaid eligibility, makes screen print, and files it in the child's revenue record.
    2. The FFS files the Statement of Medical Necessity forms received from service providers for TCD and the Nurse Care Consultant for BRS/GC in the child's Revenue File.
    3. The FFS must update TCD authorizations to correct SOF codes if eligibility ends. A signed and dated copy of the screen print must be filed in the child's Financial Revenue file and another copy forwarded to clerical staff if the SOF code changed.

11300. GUARDIANSHIPS

11310. Title IV-E

  1. On Title IV-E eligible and/or reimbursable children for whom dependency guardianship orders have been entered, pursuant to RCW 13.34.231, the Placement Episode shall be closed effective the date of the court order. The Placement Event, however, remains open if foster care maintenance payments continue.
  2. In every instance, the child loses Title IV-E eligibility upon establishment of a guardianship. The guardianship code and the date of the legal action that established the guardianship are entered into FamLink. (NOTE: The child may still qualify for SSI or Title XIX funding; consult the Regional FFU for the correct funding source).
  3. A child removed from a guardianship and placed again into other department-paid substitute care always begins a new Original Placement Date (OPD).
    1. Upon removal from the guardian's home, the initial removal order must contain a "contrary to the welfare" judicial determination. In addition, prior to reestablishing IV-E eligibility, the court must make a judicial determination that DCFS made reasonable efforts to prevent the placement.
    2. Refer the case to the FFS for a new determination of Title IV-E eligibility, per section 11210.

11320. Title II/RSDI AND Title XVI/SSI

  1. Title II/RSDI and Title XVI/SSI applications are made for DSHS-paid foster parent/guardianship placements.
  2. Guardians must sign the Authorization to Release Information, SSA-827.
  3. DSHS is to be the representative payee for all children in DSHS-paid foster care/guardianships.

11330. Title XIX

Eligibility for Title XIX is not affected by guardianship status.

11400. ADOPTION SUPPORT

  1. All children for whom application for adoption support payments has been made shall have an adoption support specific funding source determination completed. (Note: The foster care funding source may or may not be applicable for adoption support payments.)
  2. Upon request of the social worker who applies for an adoption subsidy for a legally free child, the FFS will determine eligibility for possible funding sources.

11410. Title IV-E Adoption Support Eligibility Criteria

  1. On all children for whom an adoption support application is being completed, the child's social worker shall refer the case to the appropriate eligibility specialist for determination of the child's eligibility for title IV-E adoption support benefits.
  2. The eligibility specialist will return an Adoption Support Monitoring Schedule, DSHS 14-319, to the child's social worker noting the child's eligibility for IV-E funding. The adoption support program manager must not process the application unless this form is included with the application. The FSS will review positive determinations of Title IV-E Adoption Support eligibility every six months until the child is adopted or until the FSS has verified the month that the adoption petition was filed. At each review, the specialist will forward a copy of the form to the Adoption Support program manager. The Adoption Support program manager or the social worker may request a review of any child's previously denied Adoption Support eligibility determination.
  3. Eligible for adoption support through a previous adoption: When a child is adopted and receives Title IV-E adoption assistance, and the adoption later dissolves or the adoptive parent(s) dies, a child may continue to be eligible for Title IV-E adoption assistance in a subsequent adoption. The only determination that must be made by the state prior to the finalization of the subsequent adoption is whether the child meets the definition of special needs.
  4. SSI Eligible Children A child is eligible for adoption assistance if, at the time the adoption petition is filed, the child meets the requirements for Title XVI SSI benefits and, prior to the finalization of the adoption, is determined by the state to be a child with special needs.
    1. The requirement that the child be determined SSI eligible in the same month that the adoption petition is filed is met by the protective filing date. Protective filing date refers to the date the application was made. The filing date is used as the SSI eligibility date and not the date the determination is made because benefits are awarded retroactively to the filing date, if the child is determined eligible.
    2. Written verification of SSI eligibility or of the protective filling date must be contained in the child's file.
  5. In placement with minor parent: A child is eligible for Title IV-E adoption assistance if the child's minor parent is in foster care and receiving IV-E foster care maintenance payments that cover both the minor parent and the child at the time the adoption petition is initiated and, prior to the finalization of the adoption and the child of the minor parent is determined by the state to meet the definition of special needs.
  6. AFDC eligible
    1. If the child was legally removed from the home pursuant to a judicial determination, that determination must indicate that it was contrary to the child's welfare to remain in the home. Children who are voluntarily relinquished to a public or private nonprofit agency may also be considered to have been judicially removed if:
      1. A petition to remove the child from home is filed within six months of the time the child lived with a specified relative; and
      2. There is a subsequent judicial determination to the effect that remaining in the home would be contrary to the child's welfare.
    2. If the initial change in custody for the placement episode is via a voluntary placement agreement, the child must also have received at least one Title IV-E maintenance payment in order to be eligible for Title IV-E adoption assistance in addition to the AFDC eligibility and special needs criteria.
    3. Adoption support eligibility that is based on the child's AFDC eligibility is predicated on a child meeting that criterion at the change in legal custody and in the month the adoption petition is initiated. The child must, of course, also meet the definition of special needs prior to the finalization of the adoption.

11420. Title XVI

  1. Adoption support standards require SSIF screening and potential application for SSI benefits prior to adoption support decision-making. SSIFs must coordinate application information with the adoption social worker and the adoption support staff.
  2. SSI with an application date prior to the date of Petition for Adoption will ensure IV-E eligibility for adoption support payments.
  3. Adoption finalization shall not be delayed because an SSI application is pending. However, if an application is pending adjudication or appeal, the social service and financial files are not archived pending outcome by SSA.

11430. Title XIX

Children receiving Adoption Support subsidies are categorically needy Medicaid eligible and thus may be eligible for DCFS Title XIX services, such as TCD.

11440. COBRA Medical

  1. The Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1985 permits Title IV-E eligible children receiving adoption support benefits to receive Medicaid in their state of residence. COBRA guarantees a uniform level of medical services for Title IV-E eligible children nationwide.
  2. Adoptive parents of Title IV-E eligible children from other states who move into Washington need to apply for COBRA medical from:
    Adoption Support Program
    DSHS - Mail Stop 45710
    P. O. Box 45710
    Olympia, WA 98504-5710
    Phone: Toll free 1-800-562-5682 (3)
  3. Children placed by Interstate Compact on the Placement of Children (ICPC) in another state may be reciprocally eligible for COBRA in that state. The social worker consults with the FFS to determine and document IV-E eligibility/reimbursability to be sent with the ICPC documents to the receiving state. See also the CA Practices and Procedures Guide, chapter 5000, section 5600.
  4. Adoptive parents of Title IV-E eligible children who move from this state to another state of residence must apply for COBRA medical in their new state of residence. The adoption support program manager in the region the child resides will send a letter to the new state verifying Title IV-E eligibility and reimbursability.
  5. Adoption support children not Title IV-E eligible from Washington are deemed Title XIX Categorically Needy medically eligible. Their medical coupons may be issued by the state of Washington or, by their resident state, IF their resident state is a state that is a member of Interstate Compact for Adoption and Medical Assistance (ICAMA) and has agreed to reciprocate medical coverage for non-Title IV-E children.
  6. Children moving into Washington state who are not certified by their state of origin as Title IV-E eligible shall receive medical coverage from their state of origin, except that, if the state of origin is an ICAMA member state, Washington will also provide medical coverage for that non-IV-E eligible child.

11500. PLACEMENT WITH RELATIVES OF SPECIFIED DEGREE

11510. Payment Of Foster Care Funds To Parents

Natural, adoptive, and step-parents shall not be authorized to receive foster care payments. While a termination-of-parental rights order severs the relationship between parent and child, federal regulations specifically prohibit the payment of Title IV-E funds to that parent should the child be subsequently replaced with the parent.

11520. Temporary Assistance For Needy Families Maintenance Payments

  1. The social worker shall inform the relative of their option to apply for Temporary Assistance for Needy Families (TANF) or foster care maintenance payments. The TANF benefits may be greater or less than the foster care payments, depending on the child's age, any special needs, and the number in the assistance unit.
  2. A relative may be eligible to receive TANF maintenance payments for a child placed with them. The relative must apply for TANF benefits at the local CSO for a determination of eligibility.
  3. The relative home need not be certified or approved as meeting the minimum foster home licensing standards as a condition of receipt of TANF benefits.

11530. Foster Care Maintenance Payments

  1. Relatives of specified degree have the option of choosing TANF or foster care maintenance payments for children placed with them by DCFS.
  2. To receive foster care payments, the relative's home must be licensed as meeting minimum foster home licensing standards to receive foster care payments.
  3. For the infant residing with the minor parent, the substitute care maintenance payment for the infant plus the maintenance payment for the minor parent, is totaled into one sum payment to the out-of-home care provider. This increased amount is authorized as part of the minor parent's maintenance payment. See chapter 13000, section 13230, for requirements relating to case records for infant children residing with their minor parents.

11600. CORRECTION OF FUNDING SOURCE

  1. Every department-paid substitute care payment charged to an incorrect funding source must be changed to reflect the correct source, both in the authorization and accounting systems.
    1. Changes are made at the point of discovery of the incorrect charge.
    2. Corrections of payment are made by using the FamLink COPCR procedure.

11700. INCOME/RESOURCES OF CHILD IN DSHS PAID SUBSTITUTE CARE

  1. A child in department-paid substitute care may have:
    1. Earned income (wages);
    2. Unearned income (Social Security, SSI, VA benefits); and/or
    3. Resources (bank accounts, bonds, stocks, automobiles, personal property).
  2. Each of the above three categories is additionally classified as either:
    1. Exempt income - not included when considering if a child is eligible for a particular federal funding source or when determining a child's possible participation in the cost of care.
    2. Non-exempt income -
      1. Unearned income - If the non-exempt income is unearned income, it shall be used to cover the child's cost of care, except for resources held in trust for an American Indian child.
      2. Earned income - If the non-exempt income is earned income or resources, it may be used to cover the cost of care. The exempt earned income/resources standards which applied to AFDC also apply to children in department-paid substitute care.
    3. Title IV-E
      1. The exempt plus non-exempt income must be totaled to determine the child's total gross income per month. The total must be below 185 percent of the child's cost of care for Title IV-E reimbursability to continue. AND
      2. The child's non-exempt resources (including trust fund balances) cannot exceed $10,000 for any given month. AND
      3. The non-exempt earned income plus the non-exempt unearned income (total non-exempt income) must total less than the child's cost of care, defined as the payment standard: Room and board, clothing, personal and incidental allowance, and specialized rates. Additional rates through the Exceptional Cost Plan (ECP) or Exception to Policy (ETP) processes are not included.
      4. The FFS determines if the child receives Title XVI/SSI funds. A child is not eligible to receive both SSI and Title IV-E simultaneously. The FFS terminates one or the other based on the best interest of the child and/or the greater benefit to the state.
      5. If the child is employed full time and not in school, the source of funds is state only. See also paragraph "g" below.
      6. Excluded student earned income. The following types of earned income are not counted for Title IV-E purposes:
        1. The earnings of a child 19 years old or younger who is a full time student in grade 12 or below, or the equivalent level of vocational training; or
        2. The earnings of a child under the age of 18 who is attending school part time in grade 12 or below and is not employed full time.
      7. Child's participation in the cost of care. The state must take into account the earnings of every foster child not considered a student (see above). The earned income disregards are applied to the earnings before determining what portion of the child's cost of care will be recovered from the child's earnings.
    4. Title II/RSDI-There are no income or resource considerations in determining eligibility for RSDI.
    5. Title XVI/SSI
      1. Income and resource limitations are strictly enforced by the SSA.
      2. All earned and unearned income must be reported to the SSA. Social workers report all income and known resources to their SSIF for forwarding to the SSA. Reports of income and resources are entered by SSIF into SSI tracking module in CAMIS.
      3. Earned and unearned income are calculated according to various SSA formulas. All or some of the income may be considered to reduce the SSI benefit.
      4. The cash resource limitation for SSI is $2000. The client is ineligible for SSI in any month where total savings (including what is held in Trust Funds Accounting and whatever may be held in the child's name by a parent or foster parent) exceed $2000.00.
    6. Title XIX
      1. Children with a Social Security number and in paid out-of-home placement are Medicaid eligible categorically needy. Social workers authorize SSPS code 4810 for medical coupons, unless the child is enrolled in a Healthy Options plan.
      2. In non-placement cases (e.g. TCD), Medicaid eligibility is determined in the CSO. The FFS documents Medicaid eligibility in the Revenue File.

11800. TRUST FUNDS ACCOUNTING

  1. Trust funds accounting is the exclusive mechanism in the DSHS Office of Accounting Services (OAS) to receive, disburse, and reimburse costs of care from any income, benefits, or resources of a child in out-of-home placement or resident in a Juvenile Rehabilitation Administration (JRA) facility. The Children's Trust Fund was established by RCW 74.13.060 designating the Secretary of DSHS as custodian of funds for persons placed with the department. The delegation of this responsibility is assigned as follows:
    1. Trust Fund Unit - accounting and disbursement of all funds;
    2. Headquarters Division Staff - interpreting program policies; and
    3. Social Service Staff and Regional Trust Funds Coordinators - case management.

11810. Regional Coordination of Trust Funds Account

  1. In each region, Regional Administrators have delegated the authority for Trust Funds Coordination to a Federal Funding Coordinator. Coordinators work, according to local procedures, with social work staff, SSI Facilitators, and, in some instances, with the Regional Business Managers to authorize expenditures or plans for conserving a child's trust fund resources.
  2. Whenever a client is also receiving or is eligible for any federal entitlement program benefits (Medicaid, SSI, IV-E, etc.), the presence of additional resources must be analyzed to determine how that resource will affect eligibility for continued benefit payments.
  3. Examples of potential assets include: SSI lump sum settlements due to the Zebley Supreme Court decision, gifts from relatives, inheritances, casualty or life insurance settlements, tort claim settlements, Social Security Survivor's benefits, and victims of crimes compensation, VA benefits, Railroad Retirement, and L & I benefits.
  4. Generally these assets are used to reimburse for the cost of care, especially if the reason the child is in care is due to the same reason the benefits are being paid. However, there may be times when a decision is made to conserve resources for future needs of the child. These decisions can be made at the regional level following local procedures as to whether the available money is used for reimbursing the cost of care or is placed in a protective status. Often these resources will be in a protected account in the child's name and are not readily available to the child or current care-giver. Their protected status, however, may not be specific enough to prevent disqualification from federal entitlement and may need to be placed in a "special needs or Medicaid qualifying trust."

11820. Special Needs Trusts

  1. A CA Headquarters SSI program manager has responsibility for assisting Regional Coordinators and social workers in obtaining Special Needs Trusts for some clients with large monetary assets, where appropriate and cost efficient. Regional coordinators may contact the Program Manager for further assistance as soon as a need for a special needs trust is identified.
  2. Cooperative work with the Office of the Attorney General and private attorneys may result in trusts being established to protect the client's resources, ensure continued eligibility for federal entitlement programs, and provide a mechanism for disbursements for special needs.
  3. The completed trust document must be court approved, preferably submitted by the assigned DCFS social worker.

11830. Establishing a Trust Fund Account

  1. When a child enters DCFS care, the client's social worker, in cooperation with the FFS or SSIF, determines if the client is entitled to any benefits or has available resources. Any available benefits or resources must be sent to the Trust Fund Unit.
  2. Most trust fund clients receive either Title II/RSDI or Title XVI/SSI benefits. A small number of clients receive moneys from other miscellaneous sources.

11840. Dedicated Accounts

  1. The Social Security Administration (SSA) will pay directly by electronic bank transfer to a "dedicated account" any SSI benefits which exceed 6 times the monthly benefit amount, (except when payment is under an IAR).
  2. Dedicated accounts are managed by the DSHS Trust Fund Unit and questions about the dedicated accounts may be referred there. See Section 118130.
  3. Funds in the dedicated account may not be used for maintenance purposes, but may be used for the special medical, educational and adaptive use of the client. Requests for permission to use these moneys must be submitted to the Trust Fund Unit, which will then submit to SSA for approval.
  4. When a client leaves care, any remaining balance will be returned to SSA for transfer to another dedicated account set up by the new Representative Payee.

11850. Benefits

  1. The SSIF must apply with the appropriate agency (SSA, VA, etc.) for DSHS to be made payee for client benefits. For Title II and Title XVI the SSIF must submit a Request to be Selected Payee, SSA-11-BK, "change of payee" application and forward a copy of the application to the Trust Fund Unit.
    1. SSIF is responsible for applying for benefits or applying for a change of payee, unless otherwise designated by a local office.
    2. SSIF is responsible for entering client data regarding payee change or benefits request into SSI tracking in FamLink. After a request for payee change has been done, it takes approximately two months for the payee change to be made to DSHS. The social worker or other staff, in accordance with regional procedures, must notify the client's current payee to return any additional payments received to the appropriate agency (SSA, VA, etc.) or forward to the Trust Fund Unit until DSHS is named payee.
    3. If the client is age 18 or over and becomes or remains his/her own payee, the social worker arranges for monthly benefits to be endorsed and forwarded to the DSHS Trust Funds Unit. (see Section 118130)

11860. Resources

  1. Any available resources (settlements, insurance benefits, inheritances, etc.) must be forwarded to the Trust Fund Unit, along with any relevant documentation or court orders pertaining to these funds.
  2. When funds are received, they will be used to reimburse DSHS for the client's cost-of-care unless there are legal restrictions on their use or an approved case plan.
  3. Case plans for savings or expenditures must be approved by the child's social worker and the Regional Trust Funds Coordinator.

11870. Correspondence with Trust Fund Unit

  1. Agency Notices
    1. Any correspondence received from the various agencies will be forwarded to CA for distribution. Social workers, FFS, or SSIFs must review these notices and take any necessary action. For Title II/RSDI and Title XVI/SSI cases, the SSIF are available to assist the worker in resolving any problems. Title II/RSDI and Title XVI/SSI notices are noted in the SSI Tracking module of CAMIS by the Headquarters SSI eligibility specialist. Changes in benefits, notices of over and underpayment, etc., are analyzed for correctness.
    2. Field staff or Headquarters SSI staff need to give particular attention to notices regarding rates, termination of benefits, and overpayments. Workers must notify the Trust Fund Unit and the appropriate agency immediately if information on notices is incorrect. The Trust Fund Unit has limited knowledge of the client's case and, therefore, must assume information is correct and proceed accordingly.
  2. Notification of Excess Client Funds
    1. Client accounts are audited on a bi-annual basis. If the Trust Fund Unit Financial Coordinator determines that a client has excess funds, the SSIF will receive an e-mail notification of the amount.
    2. Spending of these funds is optional, unless the notification indicates that the client balance is nearing or over the SSI resource limit. Trust Fund Unit staff will update the client's FamLink SSI record to list the current available balance in the Trust Fund as of that date.
    3. If funds are not used right away, workers will need to confirm the balance with Trust Fund staff prior to making future spending plans.

11880. Disbursements from Trust Funds Accounts

  1. The responsible social worker or SSIF may request a withdrawal from an account if the client has available funds. Funds can be used for any goods or services that directly benefit the client. Larger items or adaptive equipment must go with the child should he/she change foster homes, return home, or emancipate. The request contains the following:
    1. List of items or services to be purchased.
    2. Payee name and address. The payee is usually the foster parent. The payee cannot be the client unless at least 18 years of age.
    3. Worker signature. Electronic E-mail request is acceptable with the social worker's own log-on identification.
    4. Exceptional requests for expenditure or conservation of funds must be approved according to regional guidelines with the Regional Trust Funds Coordinator.
    5. The OAS Trust Funds Unit will disburse from a child's account to reimburse for costs of care, reimbursing first for basic maintenance and then any other allowable costs. All authorizations and payments must be in SSPS, through FamLink, and child specific.

11890. Client Placement Changes

  1. The social worker or SSIF, in accordance with regional procedures:
    1. Notifies, in writing, the appropriate agency (SSA, etc.);
    2. For SSI clients, notifies SSA immediately by FAX as such changes may affect client SSI eligibility; and
    3. Updates FamLink placement screens in PLACEUP and SSIUP.

118100. Youth Remaining in Care After 18th Birthday

  1. Under approved circumstances, the youth may remain in licensed care after his or her 18th birthday, but placement must end before the youth's 21st birthday. The effect on the client's Trust Fund account is as follows:
    1. Title XVI/SSI
      1. There is no change to the client's Trust Fund account. The Trust Fund Unit will continue to receive payments and reimburse for cost-of-care. Any remaining balance will be disbursed to the client upon leaving care.
      2. The client over age 18 authorizes the department to remain the payee by signing the Voluntary Placement Agreement, DSHS 09-004B). A copy of the VPA is forwarded to the Trust Fund Unit with a written explanation of the proposed time-limited plan.
    2. Title II/RSDI and VA
      1. Payments will normally stop when the client turns 18 years of age. If the client remains in high school, the client will need to apply to the SSA or VA for an extension of benefits. SSIF will receive SSA notices of upcoming termination and will assist in applying for continued benefits if the child remains in high school. If an extension is granted, payments will be sent directly to the client. The client will need to endorse these payments and send them to the Trust Fund Unit to be used to reimburse for cost-of-care. Any balance accumulating in the account will be held until the client leaves care.
      2. If a Title II/RSDI client has evidence of any physical or mental impairment, an application for Childhood Disability Benefits (CDB) is made to continue the benefits into adulthood. Disability must be established prior to the attainment of age 22.
    3. Other Benefits
      1. Legal settlements, insurance benefits, inheritances, for example, do not alter the Trust Fund account.
      2. Any non-exempt available funds will continue to be used for ongoing cost-of-care reimbursement and approved special needs.
      3. Any account balance will be held until the client leaves care.

118110. Child Leaving Care

  1. When a client leaves care, their Trust Fund account will be closed. Any remaining balance will be returned to SSA, to the client if age 18 or above, or to the client's new custodian, who needs to apply to be payee for the client's benefits.
  2. Parents, guardians, relatives, or adoptive parents must go to the nearest SSA office to apply to be the child's payee. This should be done as soon as a new placement or return home occurs.
  3. To close an account, the social worker or SSIF:
    1. Notifies the Trust Fund Unit in writing or E-mail, providing the following information:
      1. Type of change in status (returned home, adopted, adult placement, maturation, death, etc.);
      2. Name and address of new custodian; and
      3. FamLink person ID of the child.
    2. Notifies the appropriate agency (SSA, VA); and
    3. Notifies client's new custodian to apply to be payee.
  4. It takes approximately two months for the payee to change. If requested and approved by the agency providing benefits, the Trust Fund Unit will forward payments until the payee changes.
  5. For Title XVI/SSI clients, the Trust Fund Unit will not forward payments when clients return home or are adopted, unless authorized by SSA. Clients' continuing SSI eligibility will be based on parents' income determined by the SSA.

118120. Releasing Client Account Information

  1. The client's foster parents or family will sometimes have questions regarding the child's Trust Fund account. The social worker or SSIF contacts the Trust Fund Unit to clarify these questions or concerns and then releases account information at their own discretion. Under no circumstances shall DCFS staff give the names or telephone numbers of Trust Fund Unit staff to anyone outside of DSHS.
  2. Upon request, an accounting of a client's Trust Fund account can be sent to the worker to review and release as appropriate. Trust Fund Accountability Statements can be released directly to other DSHS divisions. For example, workers may refer the Division of Child Support to the Trust Fund Unit, whose staff will work directly with them to provide the information that division needs.

118130. Trust Fund Information

  1. Forward payments on transmittal to:
    DSHS Trust Fund Unit
    P. O. Box 9501
    Olympia, WA 98507-9501
  2. Forward correspondence to:
    Trust Fund Unit
    Mail Stop: 45842
    P.O. Box 45842
    Olympia, WA 98504-5842
    Telephone: (360) 902-8284
    CAMIS ID: KEGK300
    FAX Number: (360) 902-8213
    Employer ID: 91-6001088
  3. NOTE: Requests for disbursement can be made through FamLink E-Mail to FamLink ID: KEGK300
  4. When forwarding payments or correspondence to the Trust Fund Unit, the following information must be included:
    1. Client name;
    2. CAMIS person ID;
    3. Client date of birth; and
    4. Client Social Security Number.

11900. FINANCIAL REVENUE RECORD ARCHIVING OR STORAGE

See chapter 13000, section 13920, for information regarding archiving and storage of Financial Revenue Files.

111000. FINANCIAL REVENUE FILE TRANSFER

See chapter 13000, section 13831, for information regarding transfer of Financial Revenue Files.

111100. RANDOM MOMENT TIME STUDY

111110. Purpose

  1. The Random Moment Time Study (RMTS) is used to generate statistically valid statewide estimates of various activities performed by CA staff.
  2. The sampling procedure is designed to satisfy federal financial participation requirements for claiming matching funds for social service staff salaries and benefits and to provide audit documentation for state and federal review.

111120. Participants

  1. All CA service and FFS workers participate in the time study.
    1. The RMTS contacts all service workers and eligibility specialists.
    2. Excluded from the sample, although their salaries and benefits are included in federal reimbursement, are students, interns, Home Support Specialists, support staff, intermittent staff, after-hours staff, Community Resource Program Managers, Social Workers 4, Social and Health Program Managers, and other management staff.

111130. Headquarters Responsibilities

  1. The RMTS Headquarters staff is responsible for the following actions:
    1. Generate each quarter an RMTS contact list for each work day of the quarter. The contact list has three variables: Random Starting Time; Random Interval Time; and Random Employee List.
    2. Complete the telephone samples at the random moments.
    3. Gather through telephone contact or FAX mail the following information from the social service or financial revenue worker or the local RMTS coordinator.
      1. Status of the worker: on the job; on work break; position vacant; on job rotation or temporary assignment elsewhere.
      2. If on the job, the Headquarters staff informs the worker that an RMTS sample is being made.
      3. The Headquarters staff asks the worker for the code that best describes the worker activity at that moment. If a case specific activity is reported, the staff asks the worker for the following information: Case number; case name; SSPS primary placement payment code; legally free status of the child; and specific activity.
    4. The Headquarters staff completes the contact log with the information reported by the worker, enters it into the data base, and mails a copy to the RMTS coordinator.
    5. If a worker is unavailable for telephone contact, the Headquarters staff FAXes a contact log to the RMTS coordinator for completion by the worker. The worker completes the contact log in a timely manner so that the RMTS coordinator is able to FAX it back to Headquarters with 72 hours of the sample time.
    6. The Headquarters staff logs uncompleted contacts and follows up with the RMTS coordinator to ensure that contact logs are returned in a timely manner.
    7. On a monthly and quarterly basis, the Headquarters staff generates a survey data summary.
    8. The Headquarters staff updates the service worker list as worker employment status changes are reported by the worker's supervisor or RMTS coordinator.

111140. Local Office Responsibilities

  1. The clerical supervisor is responsible for designating an RMTS coordinator and trained back-up coordinator.
  2. Social work supervisors are responsible for training social workers on the RMTS system and the code definitions, with Headquarters RMTS staff available to provide consultation and training to workers upon the supervisor's request.
  3. The social service or FFS worker is responsible for the following actions:
    1. Upon contact:
      1. Report the appropriate code from the social worker activity code descriptions. See Random Moment Time Study Codes.
      2. Report the case number, case name, specific activity, primary SSPS placement payment code if the activity is case specific, and if the child is legally free for adoption.
    2. If unavailable when a RMTS call was attempted, the social service or FFS worker, upon return to the work station, completes the contact log and promptly returns it to the local RMTS coordinator for return to the Headquarters staff within 72 hours of the sample time.
  4. The local RMTS coordinator:
    1. Updates the participating employee list quarterly, as requested by Headquarters RMTS staff.
    2. Uses the following procedures:
      1. Receives the Headquarters staff phone contacts for workers and distributes for completion.
      2. Follows through to ensure that the workers' complete the contact and FAX it back to Headquarters within 72 hours of the sample time.
      3. Maintains a file for all completed RMTS contact logs. Files the RMTS contact logs in chronological order by date and time of contact. Retains the present and two previous quarters' completed contact logs.

111150. Regional Administrator Responsibilities

  1. The Regional Administrator ensures that the clerical supervisor appoints a RMTS coordinator for each of the region's field offices. Social workers or any other DCFS staff person who may be sampled as part of the time study cannot be a coordinator.
  2. The Regional Administrator ensures that any change in RMTS coordinator is reported to the RMTS Headquarters staff by the responsible field staff person.

111160. RMTS Codes and Definitions

  1. When an RMTS observation contact is requested, social workers and FSS report to the Headquarters staff the activity code which best describes their activities at the moment of contact. If the activity is not specific to a child, the workers choose from Codes A, D, H, K, or L. If the activity is specific to a child, the workers choose from Codes B, C, E, F, G, I, or J, based on the definitions for the codes and the child's status.
  2. Social workers and FFS use the RMTS codes and definitions contained in the RMTS Codes and Definitions publication when identifying activity.